We all know hosting an annual meeting or event can be stressful. There are so many different details that need to considered and finalized. Has the food and beverage order been placed? Do we have enough table and chairs for the general meeting and breakout sessions? Have all the speakers confirmed and arrived?
Don’t let the logistics of audio visual preparation be something else to stress about. Add these four tips to your checklist when preparing for your next meeting:
- Verify with the venue that there is no policy against outside audio visual vendors. The hotel may have an A/V team to use, but you still may need a third party vendor to provide live streaming services and filming. Make sure that there is not a conflict prior to the meeting.
- Will security allow your A/V vendor to set up the day before or hours before the start of the event? You want the A/V team to be able to set up and test the light and sound or internet connection as soon as possible. Also, if you are using multiple vendors, have them set up at the same time so both teams are aware of each other’s roles and as a result can work together cohesively. Everyone will know what plugins they will be using, and what tables to use for their equipment. You don’t want to have worry about troubleshooting right before the start of the event.
- Set a deadline to receive presentations from your speakers. PowerPoint presentations, PDFs or videos need to be uploaded and ready to go prior to the meeting. The audience does not need to wait for a video to buffer or upload a presentation in an unrecognizable format.
- Consider the color of the stage backdrop. Try to avoid dark colors. If you have filming the sessions, you don’t want your speaker to blend into the backdrop.
By preparing in advance and marking these items off your event checklist, you will be able to get back to the purpose of the meeting and event, and focus on your attendees and their experience.